LTP Access

Submission

LTPs can be submitted once per year, through the call for proposals opening the first Wednesday in September with beamtime starting in January the following year.
Please note MAX IV will open an additional call for LTP submissions in the Fall26 call, opening in February 2026.

In each call, a subset of beamlines will be able to accept LTPs. For up to date information about which beamlines are allowing LTP submissions, please see the Call for Proposals page.

When submitting a Long Term Proposal in DUO you will have to choose the Standard Access type and add “LTP” at start of the proposal title.

In the LTP summary which is uploaded in DUO, please indicate clearly how many shifts you require for each cycle. In DUO please request the amount of shifts for the upcoming cycle.

Duration

LTPs will mainly be granted time over a 2-year period, with a possible extension of 1 additional year. This extension may be granted, at the discretion of the facility, following a request and evaluation approximately 1.5 years into the project.

After this maximum of 3 years, the topic of the project can only be continued via Standard Access or submitting a new LTP.

If the LTP generates new hardware for MAX IV, it may be possible to grant a short, privileged access period to said equipment to allow the group time for publication. This must be requested, through submitting a Standard Access proposal in the corresponding call for proposal to requested beamtime, before the end of the LTP with a time plan for achieving publications.

Requirements

Users must discuss the ideas and possibility of an LTP and relevant resources with MAX IV beamline staff prior to submission. Proposals that are not submitted in collaboration with the beamline staff will be rejected.

LTPs should support the MAX IV strategic mission of performing world-class science, grow user communities and may enable new user communities. An LTP shall include substantial development of new experimental methods, methodologies, hardware, software, protocols etc. that will be made available to general users after the LTP period.

LTPs must bring sufficient resources to MAX IV to achieve the LTPs goals. The resources could be human, financial, or assets (hardware, software). Stationing of personnel at the beamline (e.g., a postdoc) for part of the proposal period is highly encouraged.

LTPs must be collaborative projects between external user groups and MAX IV staff.

For LTPs, either the Principal Investigator (PI) or the Main Proposer (MP) must be affiliated with a Swedish university, research institute or company. This requirement is intended to ensure that the investments made by the LTP is of lasting effect and of use to the Swedish user community, in view of that MAX IV to the largest extent is funded by national funding agencies. International teams interested in proposing an LTP are welcome to team up with Swedish users. MAX IV beamline staff can assist in suggesting suitable partners at Swedish universities and institutes.

Restrictions

While having an active LTP, the PI/team may not submit other proposals requesting access to the same beamline/technique for the same scientific project or topic as the LTP.

MAX IV allows a maximum of two LTPs per beamline; however, initially, there should not be more than one. In total, the LTPs at a beamline should never exceed 10 % of the total available beamtime.

This means that if beamtime availability is significantly reduced due to, among other things, mechanical failure of components or detectors, the allocation to LTPs can be reduced proportionally.

Overview of the Long Term Proposal (LTP) Review Process

Below is a summary of the review steps that an LTP undergoes when submitted to MAX IV.

1. Technical feasibility review

Responsibility: Beamline staff
Timing: After proposal submission

Before an LTP is formally submitted, beamline scientists work with prospective users to ensure the technical feasibility of the planned project. These pre‑submission discussions ensure that:

• The beamline infrastructure can support the proposed experimental approach
• Resource needs are clearly defined and achievable
• Potential technical risks are identified and addressed early in the planning process

After the proposal has been submitted, beamline staff have the responsibility to assess the technical feasibility.

2. Internal reviews

Responsibility: Relevant MAX IV staff
Focus areas:

• Alignment with MAX IV roadmap
• Impact on MAX IV user community
• Resource feasibility and safety

3. Scientific review

Responsibility: Programme Advisory Committee (PAC)
Focus areas:

• Scientific excellence
• Relevance and benefit for MAX IV and its user community

The PAC conducts a qualitative evaluation of each proposal, providing recommendations on its scientific merit, strategic fit, and the feasibility of a long-term collaboration.

4. Decision

Responsibility: MAX IV Senior Management

MAX IV Senior Management makes the final decision on LTP status, considering the PAC’s input together with internal strategic priorities.

All approved LTPs are subsequently presented to the Scientific Advisory Committee (SAC) to support long term scientific planning at the facility.

5. Safety review

Responsibility: Experimental Safety Team (EST)
Timing: Before each scheduled beamtime

Unlike standard access proposals, LTPs undergo a safety review before every experimental session. This ensures that safety evaluations reflect the exact materials, methods, and conditions planned for each specific beamtime.

Templates

There are two templates for LTP:

1. Download LTP Summary
   Upload this one page summary through DUO
2. Download Long Term Proposal Template – Full
   Submit this via email to User Office before the call deadline

Remember to use the correct proposal templates, do not exceed limitations, and clearly justify the need for LTP access.

Instructions

LTP submission is currently formed of two separate components:

1. Digital User Office (DUO)
   When submitting an LTP proposal in the DUO system, please pick the Standard Access proposal type and fill in the details required, but upload the dedicated LTP proposal template.
   When requested to enter the amount of shifts needed, fill in the amount needed only for the corresponding cycle (6 months). The shifts needed for each cycle throughout the LTP duration should be clearly stated in the uploaded proposal summary.
2. Full Project description
   Separately, a more detailed proposal must be sent in via email. This is a maximum of four pages, as per instructions in the full template. The project description must contain strategic scope and goals of the project, a time plan (Gantt chart), people involved, resources to be brought to MAX IV, and resources required from MAX IV.
   In the project description, please clarify how much time will be needed for the entire project. The project description must be submitted to both the Beamline Lead and the User Office, by email, before the call deadline.

Please note: Due to current restrictions in the DUO system, users will be asked to re-submit their LTP in the following call for proposals. These re-submission will not be a basis for a new review, but will be shared with all relevant parties for information and transparency.

Reporting

MAX IV may terminate an LTPs access if progress is evaluated as unsatisfactory or if progress cannot be reviewed due to failure to submit requested reports. Failure to submit reports may also affect the chance of acceptance of future proposals by the applicants concerned.

Half-year report

It is required to submit half-year reports.

Final Report

The final report is expected after two years. Alternatively, a preliminary report, including a request for extension, should be submitted after approximately one and a half years (deadline will be call closure) where, if the extension is granted, the final report is expected after a total of three years. The final report should analyse the success of all goals of the LTP (deliverables, scientific results, etc.) whereas the preliminary report/extension request should contain an analysis of why extra time is needed as well as a new time plan for the extra year.

The final report, or preliminary report, should be sent in through email to both the the User Office and Beamline Lead.